Administrative Associate

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance gender equality and women's empowerment globally. The organization merges the efforts of four previously distinct parts of the UN system, namely DAW, OSAGI, INSTRAW, and UNIFEM, which focused on gender equality. UN Women operates in numerous countries, working towards the elimination of discrimination against women and girls, and the empowerment of women. The organization is dedicated to ensuring that women and men are equal partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UN Women is committed to addressing the challenges faced by women, particularly in conflict-affected areas like Ukraine, where the ongoing war has exacerbated issues such as gender-based violence and economic exploitation. The organization employs a diverse workforce and promotes an inclusive environment, ensuring that all employees are treated with respect and dignity.

Job Overview:
The Administrative Associate position at UN Women is crucial for supporting the Office Operations by performing a variety of standard administrative processes. The role requires a high level of accuracy and quality in work, promoting a client-oriented approach. The Administrative Associate will report to the Project Coordination Analyst and will work closely with the Operations, Programme, and projects staff team to ensure consistent service delivery and resolve complex administration-related issues. The position involves providing general administration and operations support to the Governance Team, coordinating assets management and procurement processes, and organizing administrative Human Resources services. The Administrative Associate will also support knowledge building and sharing within the organization, ensuring that best practices in administration, procurement, and human resources are compiled and disseminated. This role is vital in maintaining the operational efficiency of the office and ensuring that the organization's objectives are met effectively.

Duties and Responsibilities:

• Provide general administration and operations support to the Governance Team, ensuring compliance with UN Women rules and regulations. This includes organizing shipments, arranging travel and hotel reservations, and providing administrative support for conferences and workshops.
• Coordinate assets management and procurement processes, including monitoring office supplies, preparing inventory reports, and initiating procurement procedures.
• Organize administrative Human Resources services, such as creating vacancy announcements, maintaining staffing lists, and managing attendance and leave.
• Provide administrative support for knowledge building, including organizing training sessions and compiling lessons learned.
• Perform other duties as necessary for the efficient functioning of the office and the organization.

Required Qualifications:
Completion of secondary education is required, with a Bachelor’s degree in Business Administration or related fields being desirable. Candidates must have at least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support services. Proficiency in using computers and office software packages (such as MS Word and Excel) is required, along with experience in a modern web-based ERP System, preferably Oracle Cloud, being desirable. Strong knowledge of administrative rules and regulations is essential, as well as the ability to handle confidential information and manage a large volume of work.

Educational Background:
Candidates must have completed secondary education as a minimum requirement. A Bachelor’s degree in Business Administration or a related field is preferred, indicating a higher level of education that would be beneficial for the role.

Experience:
The position requires at least 6 years of progressively responsible experience in administration, procurement, human resources, or logistic support services. This level of experience is necessary to ensure that the candidate is well-equipped to handle the complexities of the role and contribute effectively to the organization's operations.

Languages:
Fluency in English is required, along with proficiency in Ukrainian. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is desirable, as it would enhance communication within the diverse environment of the UN.

Additional Notes:
The position is full-time and may involve working in a challenging environment due to the ongoing conflict in Ukraine. UN Women is committed to diversity and inclusion, ensuring that all candidates are evaluated based on their qualifications and competencies. The organization has a zero-tolerance policy regarding misconduct and expects all employees to adhere to its standards of conduct. Background checks will be conducted to verify academic credentials and employment history, and candidates may be required to provide additional information for this process.